Administrative Assistant​/Receptionist

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JOB SUMMARY:

The Administrative Assistant/Receptionist is responsible for the duties of the front desk and provides additional administrative support to faculty and staff.

• Promotes and preserves the mission of LECOM;
• Answers incoming calls. Routes calls promptly and correctly to the proper staff member or to voicemail; correctly and politely takes messages when necessary.
• Greets visitors in a friendly, welcoming and professional manner, records them in visitor's log, and directs them to their proper destination.
• Assists as necessary with special events (i.e. registration, white coat ceremony, interviews, etc.)
• Coordinates ordering, receiving, stocking and distribution of office supplies.
• Manages outgoing mail and receives incoming mail/packages, sorts and distributes as appropriate. Coordinates pick-up and delivery of express mail services.
• Assists with other clerical duties such as filing/copying/scanning/faxing as needed.
• Provides primary administrative support to Course Directors of OPP and H&P. This support may include preparing schedules, word processing, proofreading, copying, etc.
• Processes check requests for guest speakers.
• Responsible for notifying appropriate faculty and staff of student call-offs and/or scheduled absences.
• Proctors exams as needed.
• Communicates promptly and efficiently with students, faculty and staff when required to do so.
• Acts as departmental representative with faculty, staff, students, and visitors in a professional, friendly manner.
• Maintains FERPA / confidentiality concerning student information/grades and their security in accordance with applicable law and Institutional Policy and Procedure.
• Maintains professional appearance and pleasant demeanor at all times.
• Participates in designated Institutional activities.
• Contribute directly to the Mission of LECOM embodying the essence of Osteopathic Principles and Practices by assisting with Institutional fundraising and participating in the LECOM Scholarship Auction;
• Participate in scholarly activity so to enrich and broaden the student learning experience;
• Commit to being a representative of LECOM by being actively involved in the community, including, but not limited to, serving on Boards, participating in community fundraisers and overall outreach; and
• Other duties as needed /assigned by the Vice President and/or his/her designee to maintain efficient and effective daily operations.

EEO/AA/M/F/Vets/Disabled

KNOWLEDGE, SKILLS, AND ABILITIES:
Must possess required knowledge and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Strong computer literacy with MS Office Suite (Word, PowerPoint, Excel…etc.) and accurate data entry skills;
• Excellent organizational skills;
• Maintaining an established work schedule;
• Ability to be self-reliant and follow instructions;
• Possess a typing speed of at least 65 wpm with a high degree of accuracy;
• Ability to create, take dictation, or transcribe documents;
• Assistant must have sound decision making capabilities and the ability to work independently and as directed by the Vice President;
• Expertise in typing/composing, editing and submitting surveys, reports, letters, memos, etc., via regular mail, certified mail, e-mail, Federal Express, or fax.
• Capable of assuming responsibility; initiating appropriate action; and maintaining confidentiality;
• Possess excellent grammar, writing and proofreading skills;
• Experience in using various office equipment, i.e. copier, fax, scanner, etc.;
• Ability to work in a fast paced environment that requires multitasking;
• Effectively using interpersonal and communications skills including tact and diplomacy;
• Effectively using organizational and planning skills, including, but not limited to, attention to detail and follow-through;
• Assessing and prioritizing multiple tasks, projects, and demands;
• Maintaining confidentiality of work related information and materials;
• Establishing and maintaining…